Programme Management Assistant Vacancy-Job Ref: ACTHUNEP/1408/202377

Programme Management Assistant Vacancy-Job Ref: ACTHUNEP/1408/202377

Bangkok (Thailand)

JOB DESCRIPTION
Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.
UNEP’s Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition.
This post is located at the Bangkok duty station. Under the overall supervision of the Portfolio Manager, Climate Change and Adaptation Unit, the incumbent will perform the following duties:

Responsibilities
• Provides assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of the Unit’s programme /project initiatives including supporting the programme team in the UMOJA Integrated Planning, Monitoring and Reporting (IPMR) project management module.
• Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes / project and related topics.
• Assists in the coordination of programme / project planning and preparation; monitors status of programme / project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
• Assists in the preparation and analysis of programme / project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
• Assists in the monitoring and evaluation of programmes / projects; categorizes, updates, tracks and analyses data related to programmes / projects, e.g. accounting records, outputs, resources utilized, deviations/revisions; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
• Collaborates with programme / project managers on performance reporting; liaises with relevant parties on the interpretation of the activities / services scheduled in the programme budget and various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Drafts programme / project summaries, coordinates review and clearance process, and coordinates with editor, translation services, on finalization and publication of report multiple languages.
• Serves as focal point for coordination, monitoring and expedition of programme /project implementation activities, involving extensive liaison with a diverse organsational units to initiate requests, prepare standard terms of reference against programme / project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training, authorization of payments, disbursement of funds, procurement of equipment and services.
• Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
• Drafts correspondence and communications related to all aspects of programme / project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Provides guidance and training to new / junior staff.
• Performs other related duties as assigned.

Competencies
PROFESSIONALISM: Knowledge of policies, processes and procedures generally and in particular those related to in project fund management, budget and administrative work or related area. Ability to interpret and apply administrative and financial policies of the United Nations or similar organization. Ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
TECHNOLOGICAL AWARENESS: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.
CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education
Completion of high school diploma or equivalent is required.

Job – Specific Qualification
Supplementary training in project management, data management, information technology or related field is desirable.

Work Experience
A minimum of seven (7) years of progressively responsible work experience in project fund management, budget and administrative work or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.
Work experience with an Enterprise Resource Planning System (ERP) e.g. Umoja is desirable.
Experience within the United Nations system or similar large organization is desirable.
Work experience in accounting or financial management is desirable.
Working experience of computer applications, mainly spreadsheets is desirable.
One (1) year or more of experience in data analytics or related area is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Working knowledge of another United Nations language is desirable.
NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak and understand) and “knowledge of” equals a rating of “confident” in two of the four areas.

Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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